Falling in Love with SharePoint
PRESENTED BY: JENNIFER MARTINEZ SENIOR CONSULTANT, SHAREPOINT ALLEGIENT (INDIANAPOLIS, IN) jmartinez@allegient.com Twitter: IndySPJen Linkedin: http://www.Linkedin.com/in/jenniferjmartinez

The Story of SharePoint and
You

In the Beginning….

So You Made the
Commitment…

But Soon…

It Was Time For Therapy
But with today’s information, soon…

…You’ll be falling in love
with SP (again)

What Can Been Done???

Change Your Ways Take a
Break You would… …create a new file and save a copy to your local drive in order to navigate to the SharePoint library, find the folder and click Upload, browse to location, complete the metadata, click OK (and then try to keep the two versions straight and remember which you should update and wonder if you sent the right version to your customer) You could… Stop Using SharePoint ….save the file (and update SharePoint properties!) directly from the application • Add Network Location • Add to Favorites (in Windows Explorer) • Copy/paste URL from SP Library • Use Recent Locations

Change Your Ways • Add
Network Location • Add to Favorites (in Windows Explorer)

Change Your Ways Update SHAREPOINT
Properties from within Office (Word, Excel, PPT)

Let’s See (View the library
from SharePoint in the browser) Create new Word document and save to the library Edit the properties of this presentation *Create a blog entry from Word

Stop Checkin’ It Out Involve
Others You would… …load a file in a shared library, Check Out the file, make changes, email coworker and tell them it is ready, they open the file, Check Out the file, make changes, save back, notify you, you open and review, you make another minor edit… Co-author documents You could… ….open the file at the same time and work together on edits to see changes in real time

Take it Outside It’s about
your Outlook You would… …not use tasks and calendars in SharePoint at all because who is going to navigate to multiple sites just to see if someone assigned you a task or see what is happening OR be assigned to tasks you don’t know about or can’t find again, miss training and event opportunities because you didn’t know what was happening. You could… ….view, create, and update items from Outlook without opening the browser. • Connect to Outlook

Take it Outside 1. Connect
to Outlook 2. SharePoint Tasks are in the same place as your Outlook To-Do’s SharePoint Calendars are available like Shared Exchange calendars 3. Edit, Add Items from Outlook into Shared Calendar

Let’s See Connect Events Calendar
Connect Task List

Analysis from an Expert Excel
at what you do You would… …fight and compete with coworkers for access to the Excel Spreadsheet where you have to enter your metrics, find the file locked for edits, call Dale, he is in a meeting and left the file open, make a copy, save it with a new name, notify the metrics coordinator and ask them to merge your changes in with Dale’s later. View lots of good data in lists, but nothing is visual so it doesn’t mean much without visuals. You could… ….allow multiple users enter data at the same time in a SharePoint list, open an Excel spreadsheet with calculations and charts and view up to the minute data from SharePoint. Right Tool, Right Time • Export to Excel

Analysis from an Expert 1.
Export to Excel 2. Add calculations, charts, formatting, page layouts to Excel 3. Share File ◦ Save to local drive ◦ Save to SharePoint library ◦ Email to anyone

Let’s See Open Metrics Revenue
per number of visits Edit Data in SharePoint $60,000.00 $50,000.00 Refresh Excel $40,000.00 Revenue Alan Alda $30,000.00 Chris Christie $20,000.00 Bob Barker $10,000.00 Dale Donald $- 0 2 4 6 8 10 Number of Visits

Make it Meaningful Stop the
Noise You would… …set up alerts on various libraries and lists to be notified daily or weekly of all changes made and soon realized you were being notified about information and changes that weren’t relevant to you, you already had too many emails , started to ignore the alerts, and eventually ignored them completely as they come into the inbox. You could… ….receive useful alerts for only items relating to Targeted Alerts a particular area of interest from a library with 100’s of documents and multiple editors. • Create FILTERED view and set alert for that view (e.g. Location = Indianapolis) • Consider RSS Feeds instead

Make it Meaningful 1. Create
a view with any FILTER 2. Create an alert (for you or others) for items in that view 3. Add a meaningful Alert Title (i.e. subject line)

Make It Meaningful • Consider
RSS Feeds instead • Alternative: Some list templates email upon reassignment (tasks, issue tracking)

Let’s See Shared Documents; Indianapolis
view Outlook Alerts

Capture Their Attention Update Your
Look You would… …use the default home page, fill the page with lots and lots of lists and libraries, have more text than images, avoid the home page and rush for the left nav, try forever to find what you need, get lost in the site trying to figure out what is most important, not be able to tell the difference between one site and the next Go Metro You could… ….give the site a metro look by adding ‘buttons’ using only PowerPoint tools and give the users a clean, easy to use interface. • Create ‘buttons’ in PowerPoint as images • Save to Site Assets • Update Home Page, insert images • Add Links to Images

Let’s See (PowerPoint button making)
Edit Wiki Page and add image Set Hyperlink on image

Making Buttons in PowerPoint Recently
Favorites Modified Events Tasks Links

Two (or more*) become one
Lookup then Hookup You would… 1 …have lists and libraries with information related to each other, but would view information one list and library at a time. Click back and forth between screens. Possibly overlook important content. You could… ….view related information in a single screen. 2 Work Your Relationships Open an item and see related documents, tasks, and more in the same screen • Create a Lookup Column • Edit the Default Forms (New, Edit, Display) • Insert Related List 3 Also leave additional instructions and even non-related lists * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

Two (or more*) become one
1. Add a Lookup Column to a Library 2. Edit the Default (New, Edit, or Display) Form * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

Two (or more*) become one
3. Insert Related List 4. Insert Content Editor, Insert Existing List * DISCLAIMER: This is one example of where my relationship analogy breaks down. I am not advocating actual ‘open relationships’, plural marriages, or any bad behavior. Don’t say “but she said I should!”

Let’s See

Recap • Add SharePoint sites
as a Network Place / Favorite • Co-author content • Connect to Outlook • Export to Excel • Match Filtered Views with Alerts • Consider RSS Feeds • Buttons from PowerPoint to your site • Show Information in Related Lists on one screen

Questions, Feedback?

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